User roles and access rights

You can access everything in the account, including admin tasks like changing people's permissions and roles.

• When you first set up the account, you are assigned the primary admin role. The primary admin can also give people the company admin role.
• If you are a company admin, you can't change or reassign the primary admin role.
• Only admins can add, edit, or remove admins.

Only the primary admin can change the business details in your Company tab. You can find this tab by selecting the settings ⚙ icon, then selecting Account and settings. If you need it, here’s how to change the primary admin role in QuickBooks Online.

You can do everything related to customers, sales, suppliers, and purchases. You can also:

• Add, edit, and delete employees
• Change preferences
• View activity log
• Create, edit, and delete budgets
• Add, edit, and delete accounts
• View and categorise online bank feeds
• Make deposits and transfer funds
• Reconcile accounts and make journal entries
• View all reports
• Manage VAT data and settings
• Access and manage aspects of currency and multicurrency

Note: In Intuit Accountant Suite, you can also be assigned the Standard all access role to people you want to review your company info like your accountant. This lets them access their clients' companies who have QuickBooks Online Advanced.

You can do everything related to customers, sales, suppliers, and purchases. You can use all bookkeeping, account tools, and financial reports. You can also:

• View activity log
• Create, edit, and delete budgets
• Add, edit, and delete accounts
• View and categorise online bank feeds
• Make deposits and transfer funds
• Reconcile accounts and make journal entries
• View all reports except payroll reports
• Manage VAT data and settings
• Access and manage aspects of currency and multicurrency
• Undo completed reconciliations

You can’t do payroll, manage other roles, or do admin tasks.

You can do everything related to customers, sales, and accounts receivable (A/R) reports. You can also:

• Enter quotes, invoices, sales receipts, credit notes, and refunds
• Enter charges and credits
• Create and delete statements
• Receive payments from customers
• Fill out timesheets for anyone
• Add, edit, and delete customers, products, and services
• Enter bank deposits (since May 2024)
• View customer and A/R reports
• View VAT rates and agency settings
• Use and adjust VAT in sales transactions and general journal entries (such as manually overriding calculated VAT amounts)
• Add, edit, and delete currencies
• Edit exchange rates
• Add, edit, and delete projects
• Add invoices, time, project quotes, and receive payments to projects

You can't:

• Print cheques (including refunds)
• Make bills and purchases billable to customers
• Add, edit, and delete accounts and stock
• View account histories
• See total income and expenses on home, supplier, and customer pages
• Prepare and file a VAT return and record sales payments
• Set up multicurrency
• Perform home currency adjustments
• Add expenses, bills, and purchase orders to projects

You can see and do everything with expenses, suppliers, and accounts payable (A/P) reports. You can:

• Enter bills from suppliers
• Enter cash and credit card purchases
• Pay bills, write cheques, and view cheque detail reports
• Print cheques (except refunds)
• Add, edit, and delete suppliers, products, and services
• View supplier and A/P reports
• View VAT rates and agencies
• Use/adjust VAT on purchase, card, and banking transactions, including overriding calculated VAT amounts)
• Run VAT reports or view VAT history
• Prepare and file VAT returns and record VAT payments
• Add, edit, and delete currencies
• Edit exchange rates

You can't:

• Add, edit, and delete accounts and stock
• View account histories
• Set up new tax agencies or change VAT settings or change existing VAT rates, tax methods, or agency settings
• Set up multicurrency
• Perform home currency adjustments

You can submit timesheets, but nothing else.

You can do everything related to customers, sales, suppliers, and purchases. You can:

• Enter quotes, invoices, sales receipts, credit notes, refunds, charges, and credits
• Create and delete statements
• Receive payments from customers
• Fill out timesheets for anyone
• Add, edit, and delete customers, suppliers, products, and services
• View customer registers
• View customer and A/R reports
• View supplier and accounts payable (A/P) reports
• Enter bills from suppliers
• Pay bills, write and print cheques, and view cheque reports
• Make bills and purchases billable to customers
• Enter cash and credit card purchases
• Add, edit, and delete projects
• Add invoices, expenses, bills, time, purchase orders, project quotes, and receive payments to projects

You can't:

• Add, edit, and delete accounts and stock
• View account histories
• See total income and expense amounts on home, supplier, and customer pages

Note: QuickBooks Online Advanced role only.

You can do sales transactions and see, edit or add customers.

Note: QuickBooks Online Advanced role only.

You can do expense transactions and see, edit or add suppliers.

Note: QuickBooks Online Advanced role only.

You can only do stock and see, edit or add suppliers.

Note: QuickBooks Online Advanced role only.

You can do payroll, expenses, and payroll reports.

Custom roles let you create your own roles and define access to specific areas in QuickBooks Online. This gives you even more control on what your team can see or do.

You can see all reports, except reports that show payroll or contact info. You can create custom reports, and add report groups, but can’t view the actual transactions. 

You can’t access the audit log.

Good news! You can invite up to 2 Accountants (3 Accountants in QuickBooks Online Advanced) to access your account for free, and they won't count toward your regular user limit.

Find out how to invite Accountant users to your QuickBooks Online file.

You can do timesheets and time reports, and enter timesheets for yourself.